Skip to Main Content

Extension Grants Coordinator

Position Details

Position Information

Announcement Number STAFF - VA - 18265
For questions regarding this position, please contact:

Sandy Rahn-Gibson (406) 994-1792

Classification Title Business Operations Analyst
Working Title Extension Grants Coordinator
Brief Position Overview

Will perform a wide range of grant administration responsibilities, including: monitor grants for compliance, fiscal integrity and reconciliation and reporting purposes, ensuring integrity of multiple budgets, forecasting budgets and recommending funding options, verifying p-card receipts for compliance. Will implement and coordinate Extension policies, procedures and programs, offering recommendations on a variety of fiscal-related issues.

Position Number 4M1592
Department Administration - MSU Extension
Division Extension
Appointment Type Classified
Contract Term Fiscal Year
If other, specify From date
If other, specify End date
FLSA Exempt
Union Affiliation Exempt from Collective Bargaining
FTE 1.0
Benefits Eligible Eligible
Salary $25.13 to $26.26 per hour, commensurate with experience, education and qualifications. Rate of pay will be determined by the staff compenstaion plan. For questions, contact
Contract Type Classified Salary
If other, please specify
Recruitment Type Open

Position Details

General Statement

MSU Extension’s mission is to improve the lives of Montana citizens by providing unbiased, research-based education and information that integrates learning, discovery and engagement to strengthen the social, economic and environmental well-being of individuals, families, and communities.

This position provides a key role in Extension Administration, which is the hub for all of the various Extension units, including the agent offices throughout the state (54 county offices, 4 reservation offices and 90 agents), the Fire Services Training School (located in Great Falls and serving the entire state, with regular and ad hoc faculty throughout the state), the Extension Forestry Unit (located in Missoula), Extension Publications, Extension Marketing and IT, Extension Nutrition Education (located in 17 field offices, with faculty and staff), SNAP-Ed, EFNEP, the Housing/Weatherization Center, 4-H/Youth Development Center, the Local Government Center and Extension Specialists in various departments across campus.

Duties and Responsibilities

Pre- and Post-Award Services for PIs in Extension:

Will work extensively and individually with potential (connecting possible funding sources with possible PIs, with knowledge of what source would work for which people) PIs to meet their proposal preparation needs and to connect them with other resources.
• Locating funding for a project
• Assistance with a grant proposal submission
• Information and/or assistance with budgetary items
• Connecting with other researchers for interdisciplinary collaborations
• Review of a successful proposal sample or having your grant reviewed
• Registering with a funding agency
• Grant and research related training and workshops
• Submitting to a limited submission opportunity
• Getting help with compliance issues such as human subjects, use of animals, or controlled substances
• Review of a proposal before submission
• Setting up a grant account
• Clarifying fiscal and managerial responsibilities of PI’s
• Managing resource expenditures including invoicing and reporting
• Questions about your grant funded project
• Transferring a grant from another institution
• Successfully closing out a grant

Required Qualifications – Experience, Education, Knowledge & Skills
  1. Bachelor’s degree in an area related to business administration, plus progressively responsible practical accounting management, or, an equivalent combination of relevant education and experience.
  2. Experience with budgeting and accounting principles, including grants reconciliation, budget implementation, and researching and compiling data into reports.
  3. Experience applying and interpreting applicable institutional, local, state, and federal regulations and related standards, guidelines and policies.
  4. Experience with spreadsheet, word processing, database and email software (list software used and provide examples), in order to establish and maintain detailed record keeping systems.
  5. Experience composing, formatting, and proofing business correspondence, with a high degree of attention to detail and accuracy.
Preferred Qualifications – Experience, Education, Knowledge & Skills
  1. Knowledge of fiscal management, or previous experience working in a higher education setting.
  2. Experience using the Banner System and familiarity with AgBooks or other similar financial tracking software (please provide examples).
  3. Experience researching grant sources, applying for grants, or reconciling grants outside funding sources.
The Successful Candidate Will

The successful candidate will:

  • Consistently exercise initiative and good judgment.
  • Communicate to others in a professional and effective manner, while providing a high level of customer service to a variety of constituents, including information that can be sensitive, confidential or controversial.
  • Possess the ability to organize and prioritize multiple work assignments, meet deadlines, and exercise adaptability to changing priorities.
Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties? No

Posting Detail Information

Number of Vacancies 1
Desired Start Date At the conclusion of a successful search.
Position End Date (if temporary)
Open Date
Close Date
Applications will be:

Screening of applications will begin on April 30, 2018; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions
Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of dual career couples.

Montana State University is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of an individual’s race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran’s status, sex, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. To request an accommodation, contact the Human Resources Office, PO Box 172520, Montana State University, Bozeman MT 59717-2520; 406-994-3651; .

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile.

MSU’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: .

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).